MHX Recruit – Privacy Policy
Last updated: [10 December 2025]
MHX Recruit (“we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal data is handled in a clear, transparent and secure way.
1. Who we are
MHX Recruit is a recruitment service bridging candidates and employers. When we refer to “you” below, we mean any individual interacting with MHX Recruit: for instance, a job-seeker (candidate), a client organisation, a referee or source, or a subscriber to our services or communications.
2. What this Privacy Policy covers
This policy explains how we collect, use, share and protect your personal data:
when you visit or use our website;
when you apply for a job or register as a candidate;
when you are a client, referee or source;
when you subscribe to newsletters or other communications;
when we otherwise interact with you in the course of providing recruitment services.
3. Personal data we collect
Depending on the nature of your engagement with us (candidate vs. client vs. third-party source/referee), we may collect:
Basic contact and identification data: name, address, email, telephone number, date of birth, national ID / passport / other identity-verification documents (if required), and similar.
Recruitment-related data: CV/resume, education history, professional qualifications, employment history, skills, references and referees, cover letters, interview notes or feedback, assessment results, proof of eligibility to work in the relevant country, reference and background check information.
Equal-opportunities or diversity data (if voluntarily provided or where legally permitted): for example, information regarding disability, ethnicity, gender, etc. — generally used in anonymised or aggregated form for monitoring or reporting.
Communication data: records of correspondence (email, telephone, messaging), notes or logs from conversations or interviews, and any other information you choose to provide.
If you subscribe to newsletters or marketing communications: name, email address, job title, employer/organisation (if applicable), and region/country.
Data collected automatically when you use our website or digital services: e.g. cookies, analytics, IP address, device/browser details, and browsing or interaction logs (if applicable and disclosed separately in a cookies or analytics notice).
4. How and why we use your data — lawful basis
We process your personal data for a variety of recruitment-related and business purposes. Our lawful bases under relevant data-protection laws (e.g. UK GDPR) will typically include:
Contractual necessity or pre-contractual steps (e.g. to process a job application, perform recruitment services, or engage you as a candidate, client, or third-party).
Legitimate interests (for example: maintaining and improving our recruitment services, performing background or reference checks, contacting you about suitable roles, marketing our services, statistical and anonymised analysis to monitor diversity and improve our processes).
Consent, when we process special categories of data (e.g. sensitive personal characteristics) or for optional communications (e.g. marketing/newsletters).
Compliance with legal obligations, when required (e.g. right-to-work checks, legal or regulatory verifications, responding to lawful requests by authorities).
We use your data to:
process your job application or candidacy;
assess suitability and eligibility for roles (including background checks, right-to-work checks, reference verification);
communicate with you about potential or confirmed roles, or other recruitment-related matters;
share relevant information with prospective employers or clients (only with your consent or as required by contract);
conduct market or talent-mapping research (where relevant), anonymised if personal identifiers are not required;
provide you with newsletters, job alerts or other marketing materials (if you opted in);
manage our internal operations, compliance and record-keeping;
comply with legal and regulatory obligations.
5. Data sharing and third-party recipients
We may share your personal data in the following cases:
With prospective employers or clients (with your consent or where necessary to process your application) so they can consider you for employment.
With referees, background-check providers, identity-verification services, or other third-party service providers we engage to perform parts of our recruitment process (e.g. IT, hosting, analytics, email communications, assessments). We require such third parties to process your data only in accordance with our instructions and to apply appropriate security safeguards.
With regulatory or governmental authorities if required by law or court order.
If we operate internationally: we may transfer data to other countries, subject to appropriate safeguards (e.g. standard contractual clauses) to ensure adequate protection of your personal data.
For anonymised or aggregated reporting or analysis (e.g. diversity statistics, sector-level trends) — in which case data is stripped of personal identifiers.
We will not share more data than is necessary for the purpose, and we commit to limiting data disclosure wherever possible.
6. Data retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected (e.g. to complete the recruitment process, to comply with legal requirements, to enable an application for future roles, or to respond to potential legal claims). Once data is no longer needed for those purposes, we will securely delete or anonymise it.
If you consented to us holding your data for future opportunities (e.g. future job matches), we will retain it until you withdraw consent — unless we need to preserve specific details for legal, regulatory or legitimate business-risk reasons.
7. Your rights
Under data-protection laws you have a number of rights in relation to your personal data, including:
The right to be informed about how and why we process your data (this Privacy Policy).
The right to request access to personal data we hold about you (a “data subject access request”).
The right to request correction of inaccurate or incomplete data.
The right to request erasure (deletion) of your personal data where we no longer have a lawful basis to keep it.
The right to withdraw consent at any time — for example, for optional marketing communications or processing based on consent.
The right to object to processing on legitimate-interest grounds, or to request restriction of processing under certain circumstances.
The right to request transfer of your personal data (in a structured, commonly used and machine-readable format), where applicable.
If you wish to exercise any of those rights, or have any concerns or questions about our processing of your personal data, you should contact us at the contact details given below.
If you are unhappy with how your personal data is being handled, you also have the right to complain to the applicable data-protection authority (for example, the Information Commissioner’s Office (ICO) in the UK).
8. Your choices
You are under no obligation to provide us with personal data — but if you choose not to, we may not be able to process your application or provide certain services.
For marketing communications (newsletters, job alerts, updates), you can opt out at any time by following the “unsubscribe” instructions or contacting us directly.
You may limit or withdraw consent for optional processing at any time (e.g. for sensitive data or use of data for other roles).
9. Security and data protection
We take appropriate technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration or loss. We ensure that third-party service providers that process data on our behalf implement suitable security safeguards and only act on our written instructions.
10. Cookies and automatic data collection
When you visit our website, we may collect certain data automatically (e.g. via cookies, analytics, IP address, browser or device information) to help us understand how you interact with our site, improve functionality, and for security or performance monitoring. If we use cookies or tracking technologies, we will provide a separate cookie notice explaining how they work and how you can manage or disable them.
11. Changes to this Policy
We may update this Privacy Policy from time to time (for example, to reflect changes in our services or legal obligations). When we do, we will update the “Last updated” date at the top of this policy. We encourage you to check the policy regularly.
If any change is significant (e.g. a new purpose for data use, new types of data shared), we will endeavour to notify you — e.g. by posting a prominent notice on our website or contacting you directly if appropriate.
12. Contact us
If you have any questions, wish to exercise your data-protection rights, or request more information about how we process your personal data, please contact us at:
MHX Recruit
[MHX Recruit is a trading name of MHX GROUP LTD, Company no: 16907232]
Email: [privacy@mhxrecruit.com]